Procedure No. 602.5
Area: Finance Department

1. The cost of meals is a reimbursed travel expense only if your business
trip is overnight or long enough to require you to get substantial sleep or
rest to properly perform your duties.

2. Entertainment includes the cost of a meal you provide to a student,
customer or another employee, whether the meal is a part of other entertainment
or by itself. To be reimbursed for an entertainment-related meal, you must be
present when the food or beverages are provided. A meal expense includes the
cost of food, beverages, taxes, and tips for the meal.

3. Incidental expenses include, but are not limited to, laundry, cleaning,
fees and tips for service.

4. The meal, entertainment, telephone and incidental expenses will be
reimbursed if the following conditions are met:

a. Your expenses must have a business connection--that is, you must have
paid or incurred the expenses while performing services as an employee, and

b. You must adequately account for these expenses (documentary evidence
including receipts, cancelled checks, and bills) within a reasonable time
period (usually 60 days). Elements to be proved are amount, time, place,
business purpose and business relationship, and

c. You must return any excess reimbursement or allowance within a reasonable
time period (usually 120 days).

4. If expenses are reimbursed that do not meet the above conditions, they
must be reported as additional compensation to the employee.